Appointment Letter Format
An employment appointment letter format covering compensation, probation, confidentiality, notice period and acceptance.
The appointment letter is the contract most Indian employees actually work under — the offer letter starts the relationship, but the appointment letter defines it. Compensation, probation, notice, confidentiality and the policies that govern day-to-day work all take legal effect from this one document.
The format below covers the terms every appointment letter should fix in writing. Issue it on company letterhead on or before the joining date, take a signed acceptance copy back, and attach the salary structure as an annexure so the CTC discussion never reopens as a dispute.
When to use this format
- Confirming a selected candidate's employment terms on or before their date of joining
- Converting an accepted offer into the binding statement of employment terms
- Standardising probation, notice and confidentiality terms across your hires
- Documenting the salary structure (basic, HRA, allowances, employer PF) as a signed annexure
Key clauses and what they do
- Position & reporting
- Fixes the designation, department, reporting line and the employer's right to transfer.
- Date of joining
- Sets the effective date and a lapse date if the candidate does not join.
- Remuneration
- States the CTC with the detailed structure in an annexure, subject to TDS and statutory deductions.
- Probation & confirmation
- Defines the probation period, its extension and how confirmation happens.
- Confidentiality & IP
- Protects company and client information and vests work products in the company.
- Exclusivity
- Bars parallel employment or consultancy without written consent.
- Notice & termination
- Sets notice periods during and after probation, and termination for misconduct.
- Acceptance block
- The employee's signed acceptance — what turns the letter into a binding contract.
The format
Replace every [BRACKETED] detail with your own before use.
[ON THE LETTERHEAD OF THE COMPANY] Ref. No.: [HR/APPT/YYYY/NNN] Date: [DD/MM/YYYY] To, [FULL NAME OF CANDIDATE] [ADDRESS] Subject: Letter of Appointment — [DESIGNATION] Dear [FIRST NAME], Further to your application and our subsequent discussions, we are pleased to appoint you in the services of [LEGAL NAME OF COMPANY] (the "Company") on the following terms: 1. POSITION AND REPORTING You are appointed as [DESIGNATION] in the [DEPARTMENT] department, reporting to [REPORTING MANAGER / DESIGNATION]. Your initial place of posting is [CITY]; the Company may transfer you to any of its offices or assign you to any client location as business requires. 2. DATE OF JOINING Your appointment takes effect from [JOINING DATE]. This letter stands withdrawn if you do not report for duty by [LAST JOINING DATE]. 3. REMUNERATION Your annual cost to company (CTC) shall be Rs. [AMOUNT]/- (Rupees [AMOUNT IN WORDS] only), structured as per Annexure A. Salary is payable monthly in arrears, subject to deduction of tax at source and statutory contributions (PF / ESI / professional tax) as applicable. 4. PROBATION You will be on probation for [SIX] months from the date of joining, extendable at the Company's discretion by up to [THREE] months. On successful completion, your employment will be confirmed in writing. 5. WORKING HOURS AND LEAVE Normal working days and hours are [DAYS AND TIMINGS]. You are entitled to leave and holidays as per the Company's leave policy in force from time to time. 6. CONFIDENTIALITY AND INTELLECTUAL PROPERTY You shall not, during or after your employment, disclose any confidential information of the Company or its clients except in the proper course of your duties. All work products, inventions and materials created by you in the course of employment shall vest in the Company. 7. OTHER EMPLOYMENT You shall devote your whole time and attention to the Company's business and shall not, without prior written consent, engage in any other employment, business or consultancy. 8. NOTICE AND TERMINATION During probation, either side may end the employment with [15 / 30] days' notice or salary in lieu thereof. After confirmation, the notice period shall be [ONE / TWO / THREE] month(s) or salary in lieu at the Company's discretion. The Company may terminate the employment without notice in case of proven misconduct. 9. POLICIES Your employment is further governed by the Company's HR policies, code of conduct and IT/security policies, as amended from time to time. Please sign and return the duplicate copy of this letter as a token of your acceptance of the above terms. We look forward to a rewarding association. For [LEGAL NAME OF COMPANY] ______________________________ [NAME], [DESIGNATION] — Authorised Signatory -------------------------------------------------------------------- ACCEPTANCE I have read and understood the above terms and accept the appointment on these terms. Signature: ____________________ Name: [CANDIDATE NAME] Date: [DD/MM/YYYY] Place: [CITY] -------------------------------------------------------------------- ANNEXURE A — SALARY STRUCTURE (per annum) Basic Salary Rs. [AMOUNT] House Rent Allowance Rs. [AMOUNT] Special Allowance Rs. [AMOUNT] Employer PF Rs. [AMOUNT] Other Components Rs. [AMOUNT] -------------------------------------------------------------------- TOTAL CTC Rs. [AMOUNT]
General format for reference — get it professionally drafted for your specific case.
Shops & Establishment rules, standing orders and sector-specific labour laws in your state can require or prohibit particular terms (working hours, leave, notice). Have your standard appointment letter reviewed once for your state and industry before rolling it out.
Need this drafted for your exact situation?
A practising advocate drafts the document around your facts, your state's stamp and registration rules, and the clauses that actually protect you — with execution guidance included.
Frequently asked questions
How is an appointment letter different from an offer letter?
The offer letter communicates selection and the headline package, and is usually issued before joining formalities. The appointment letter is the fuller contract — probation, notice, confidentiality, policies — typically issued at or soon after joining, with a signed acceptance kept on file.
Is a long notice period enforceable?
Notice clauses are generally enforceable as money terms — the employer can recover or withhold salary in lieu — but courts do not force an unwilling employee to keep working. Keep notice periods reasonable for the role; extreme ones invite disputes.
Does an appointment letter need stamp paper?
No — it is issued on company letterhead and signed by both sides. Some states levy a nominal stamp duty on employment agreements; where that applies it is handled on the agreement copy, not by printing on stamp paper.
Should the salary break-up really be an annexure?
Yes. Basic salary drives PF, gratuity and leave encashment, so the structure has statutory consequences. A signed annexure freezes the break-up and prevents later disputes about what the CTC contained.
Want this document drafted for you?
Tell us what you need and an expert will call you back during business hours — the fee is always confirmed in writing before work begins.